Executive Administrative Assistant

Graco • Minneapolis, MN

21d • Onsite

About The Position

Graco manufactures and markets premium equipment to move, measure, control, dispense and spray a wide variety of fluid and powder materials. This role is currently based at our Minneapolis office and will transition to our new headquarters in Dayton, MN, in 2027. The Executive Administrative Assistant provides administrative and operational support to the EVP & CIO and, as needed, supports other IT leaders and teams within the function. This position manages schedules, coordinates meetings, and supports day-to-day operations to ensure the EVP & CIO and her team can operate effectively.

Requirements

• High school diploma or equivalent required
• 6+ years of experience in an administrative or executive support position supporting senior leaders
• Experience managing calendars, coordinating travel, and processing expenses
• Strong organizational and time management skills with the ability to work independently and manage shifting priorities
• Excellent customer service mindset with the ability to interact effectively with a wide range of personalities
• Strong attention to detail and consistent follow-through
• Proficiency in Microsoft Office tools, particularly Outlook, Teams/SharePoint, PowerPoint Accelerators
• Experience coordinating external stakeholders, including vendors, customers, or board-related contacts
• Experience organizing leadership meetings, offsites, or team events
• Experience supporting multiple leaders or working across functions
• Applicants must be legally authorized to work in the United States.
• This role is not eligible for immigration sponsorship now or in the future (e.g., H-1B, TN, F-1 OPT).

Nice To Haves

• additional post-secondary education or business coursework preferred

Responsibilities

• Provide administrative support to the EVP & CIO and support additional IT leadership positions as needed
• Manage complex calendars by scheduling meetings, prioritizing time, and resolving conflicts based on business needs
• Coordinate internal, external, and vendor meetings, including scheduling, logistics and communication
• Ensures Executive Leaders receive timely, high-impact support on priority initiatives as assigned
• Support meetings and leadership cadence by preparing materials, organizing agendas and coordinating inputs
• Gather, organize, and distribute information and documentation needed for meetings and business updates
• Track follow-ups from meetings and ensure actions are completed on time
• Coordinate schedules and logistics with customers, partners, vendors, and board-related contacts when applicable
• Serve as a point of contact for external partners and ensure timely and professional communication
• Support required procurement invoicing needs, in partnership with Finance Team and Administrative Operations
• Maintain team calendars, shared files, and trackers to support coordination across the IT leadership team
• Coordinate onboarding and offboarding activities, including system access, equipment, and scheduling
• Support Workday-related tasks and other internal administrative processes
• Arrange travel, including flights, accommodations and required documentation
• Prepare and submit expense reports accurately and on time
• Assist with event planning logistics for quarterly offsites, town halls and team meetings, including flights, agendas, logistics and coordination
• Coordinate logistics for team meetings, offsites, and events, including external vendors
• Coordinate catering and food logistics for on-site events and select team or vendor dinners, ensuring quality, cost-effectiveness, and smooth execution
• Analyze team and function spend related to events, catering, and meals, and identify opportunities to optimize cost, reduce waste, and improve consistency
• Prepare basic PowerPoint presentations and reports, including materials for staff meetings, recognition activities, and anniversaries
• Draft and format presentations, reports, and communications for leadership use
• Ensure materials are accurate, organized, and delivered on time
• Handle confidential and sensitive information with discretion and sound judgment
• Identify opportunities to improve administrative processes and implement more efficient ways of working

Benefits

• medical
• dental
• stock purchase plan
• 401(k)
• tuition reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED